My subscription
Using the Spend Cloud pay-per-use model means you have a concise and scalable pricing model and pay for the Spend Cloud capacity you use. Your subscription components and the number of invoices/transactions you use can be found in the Spend Cloud. With the right permissions you have access to this overview page for your organisation’s Spend Cloud subscription. The drop-down menu below your name contains the ‘My subscription’ page.
Permissions for ‘My subscription’
As the application and module administrator, you automatically have access to the ‘My subscription’ page. You can choose to make this access available to more or fewer employees via Application Management / Organisation / Permissions. This permission is found under ‘Application Management / My subscription’.
My subscription overview
Depending on your Spend Cloud subscription, you can view the current invoice and/or transaction usage for the Purchase to Pay package or Expense here. This overview allows you to determine whether you might want to scale the balance for invoices/transactions up or down for the next quarter. At the bottom of the page you’ll also find the costs for any extras your organisation has purchased as part of the subscription.
Purchase to Pay
The Purchase to Pay process goes from a purchase request or contract, via automatic workflows, to verified and approved invoices and payment. Your organisation can choose the extent to which this entire process is automated via the Spend Cloud. As such, Purchase to Pay can be implemented in several steps:
- Basic: Invoice Processing
- Advanced: Invoice Processing and Contract Management*
- Professional: Invoice Processing, Procurement and Contract Management*
Obligations is now a standard part of Contract Management, even if you are not currently using it.
If your organisation purchases Purchase to Pay, you’ll find the package you are currently receiving behind this title. Next to it will be the current period on which the figures are based.
- Quarterly balance: This is where you’ll find the agreed balance of the number of invoices you are allowed to process every quarter within the fixed costs of your subscription.
- Fixed costs: These are the quarterly costs of your package, so excluding the costs of extras (add-ons) and any variable costs.
- Variable costs: This is the cost of additional invoices processed beyond the set balance of invoices.The number of invoices you have already processed in this period are in blue. These are part of the set balance. If you wish to process more invoices, these extra invoices will be displayed in orange.
The number of invoices you have already processed in this period are in blue. These are part of the set balance. If you wish to process more invoices, these extra invoices will be displayed in orange.
Expense
Smart payment cards for employees and a supporting claims functionality within the Spend Cloud App and web version are indispensable if you want to improve spending processes.
If your organisation purchases Expense, this will be displayed as a box on the page. The current period on which the figures are based is listed next to the title.
- Quarterly balance: This is where you’ll find the agreed balance of the number of transactions you are allowed to process every quarter within the fixed costs of your subscription.
- Fixed costs: These are the quarterly costs of your package, so excluding the costs of extras (add-ons) and any variable costs.
- Variable costs: This is the cost of additional transactions processed beyond the set balance of transactions.
The number of transactions you have already processed in this period are in blue. These are part of the set balance. If you wish to process more transactions, these extra transactions will be displayed in orange.
Change your balance
On the right-hand side of the screen is a box titled ‘Edit your balance’. You can choose to change the invoice/transaction balance for the quarter. This is useful if you often process more or less invoices/transactions than set in your current balance. Clicking the link will take you to a form where you can enter the new balance for the period ahead. Your Spend Cloud environment, name and e-mail will be auto-filled from your Spend Cloud environment. Finally, a signature is required. This way, the person submitting the request can always be identified.
Please note! When you submit a change, the new balance will only be visible in your environment after the start date.
Is this page not yet visible in your environment, but you would like to edit the balance? Read more here.